Your Trip Proposal

TRIP SERVICES AGREEMENT

This Trip Services Agreement ("Agreement") is entered into between OTC Trips, LLC ("OTC Trips" or "Company"), an independent affiliate of A.S.A.P. Cruises Inc., Florida Seller of Travel No. FST ST15578, and the undersigned client organization ("Client") as of the date signed below.

1. SERVICES

OTC Trips agrees to coordinate the group travel services described in this proposal, including hotel room block management, ground transportation coordination, group air logistics (where included), individual payment collection, on-site coordination, and trip support. All services are subject to availability at time of final booking confirmation.

2. PAYMENT SCHEDULE

A non-refundable deposit of 20% of the total trip cost is due within seven (7) days of executing this Agreement. This deposit confirms the room block, transportation holds, and other reservations on behalf of the Client. The remaining balance is due in three (3) equal installments on the dates specified in the payment schedule provided with this Agreement. Individual travelers will receive separate payment links with their own installment schedules. No single individual is responsible for the total group cost.

3. CANCELLATION POLICY

Cancellations received more than 90 days prior to the trip departure date will forfeit the initial deposit only. Cancellations received 60–89 days prior to departure will forfeit 40% of the total trip cost. Cancellations received 30–59 days prior to departure will forfeit 65% of the total trip cost. Cancellations received fewer than 30 days prior to departure will forfeit 100% of the total trip cost. Individual traveler name substitutions may be permitted subject to airline and hotel policies and will be accommodated at no additional charge up to 21 days before departure. OTC Trips reserves the right to pass through any cancellation fees imposed by third-party vendors (airlines, hotels, venues) that exceed the above schedule.

4. HEADCOUNT POLICY

The Client agrees to provide a confirmed headcount no later than 60 days prior to departure. Changes to headcount after this date are subject to availability and may result in rate adjustments. An increase in group size of more than 15% from the initial confirmed headcount may require renegotiation of room block terms. OTC Trips is not liable for any additional costs resulting from a decrease in headcount after the confirmation date.

5. FLIGHT LOGISTICS

Where group air coordination is included, OTC Trips will block seats on designated group-fare itineraries. Final passenger names and TSA-compliant identification information must be submitted by the name-submission deadline specified in the trip itinerary document. Late submission of passenger names may result in additional fees or loss of group airfare pricing. OTC Trips coordinates group air through its carrier partnerships and is not responsible for schedule changes, delays, or cancellations imposed by the airline, but will provide reasonable assistance in securing alternate arrangements.

6. CONDUCT POLICY

The Client and all individual travelers are expected to conduct themselves in a manner consistent with the policies of all hotels, venues, and transportation providers used during the trip. OTC Trips reserves the right to remove any individual from trip services for conduct that violates hotel policies, applicable laws, or the safety or comfort of others. No refund will be issued for removal due to misconduct. The Client organization (as the contracting party) acknowledges responsibility for communicating conduct expectations to all individual travelers participating in the trip.

7. LIABILITY AND LIMITATIONS

OTC Trips acts as an intermediary between the Client and third-party service providers (hotels, airlines, charter services, venues). OTC Trips is not liable for the acts, errors, omissions, or defaults of any third-party provider, nor for any injury, damage, loss, accident, delay, or irregularity that may occur due to defect of any vehicle or the negligence or default of any company or person engaged in carrying out the services. OTC Trips strongly recommends individual travel protection insurance for all travelers. Information regarding optional travel protection plans will be provided upon request.

8. FORCE MAJEURE

OTC Trips shall not be liable for failure to perform its obligations hereunder when such failure is caused by events beyond its reasonable control, including but not limited to acts of God, natural disasters, government actions, pandemics, terrorism, or other unforeseen events that make travel impractical or impossible. In such cases, OTC Trips will work in good faith to reschedule or recover deposits from third-party providers, but cannot guarantee full refunds where such costs have already been committed to vendors.

9. ENTIRE AGREEMENT

This Agreement, together with the proposal document provided to the Client, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, warranties, and understandings of the parties. This Agreement may not be modified except by a written instrument signed by both parties. By signing below, the Client acknowledges that they have read, understood, and agree to be bound by all terms and conditions of this Agreement.

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OTC Trips, LLC
An Independent Affiliate of A.S.A.P. Cruises Inc.
Florida Seller of Travel No. FST ST15578
California Seller of Travel No. 2090937-50